General ledger accounts

SECURITY  Security level with Admin permission to configure Finance, Accounting, & Invoicing. Refer to Admin security settings.

NAVIGATION   > Admin > Features & Settings > Finance, Accounting & Invoicing > General Ledger Accounts

The general ledger is the main accounting record of a business. It includes accounts for current assets, fixed assets, liabilities, revenue and expense items, and gains and losses. All business transactions are recorded in general ledger accounts.

Autotask does not track billing transactions in a general ledger. You can, however, set up in Autotask the general ledger accounts that your company uses in its financial software, and then associate them with the general ledger accounts in your accounting application.

Then, when you export your billing transactions from Autotask and import them into your accounting software, the correct general ledger account is already referenced.

  1. The general ledger account names in your accounting software must match the ones in Autotask exactly. To begin, print a list of your general ledger accounts.
  2. To open the page, use the path(s) in the Security and navigation section above.
  3. Click New. An additional row will be inserted at the bottom of the list.
  4. Enter a Name and a Description.
  5. Click Save.

When you create a billing code, you can associate it with a general ledger account from a drop-down list. Refer to Setting up billing codes.

Option Description

Edit, Edit [Entity Name]

Puts the selected row into Edit mode or opens the Edit <Option> dialog. The fields that can be edited are usually the ones you populate when you create a new list item. Make your changes and click Save, or Cancel.

NOTE  On some pages, you may not be able to edit System options.

Activate/Inactivate, Activate/Inactivate [Entity Name]

New options are active by default.

  • When an option is inactivated, it is no longer available for use, but existing associations with other entities remain in place and in effect.
  • You will be unable to inactivate an option that is referenced elsewhere.

NOTE  Sometimes, the association that prevents inactivation is not obvious. For example, to inactivate a ticket status associated with Incoming Email Processing, you must select a different one first.

Delete, Delete [Entity Name]

The ability to delete an option is severely restricted. List options cannot be deleted if:

  • The option is a system option
  • The option is the default option where a default is required
  • The option is associated with (has been used for) an entity

IMPORTANT  To preserve data integrity, Autotask prevents deletion of entities that have dependent entities or are referenced elsewhere! If you are unable to delete an entity, you should inactivate it to make it unavailable for use.